The holder's documents and funds
In Add expense report, check the holder, purpose, period and associated advance. Add supporting documents, compare originals and enter only actual expenses. A linked expense report retains the advance's currency.
For an expense paid from the holder's own funds, explicitly complete Amount paid from personal funds and check the Employee payable account, for example 4281, according to the accounting classification. The absence of an advance does not automatically make the entire expense a personal payment.
- Open requests and evidence
Amounts owed to the holder and reimbursements
Approved amount owed = sum of personal payments in the current approved version. Confirmed reimbursements = sum of confirmed associations across all versions. Remaining to reimburse = maximum(0, Approved amount owed − Confirmed reimbursements). Overpaid = maximum(0, Confirmed reimbursements − Approved amount owed).
For example, with RON 300 approved and RON 200 reimbursed, RON 100 remains. An overpayment requires reviewing the adjustment. Associate the actual bank payment or the Expense reimbursement transaction in Cash, within the evidence's available balance. A payment order alone does not prove the transfer.
The journal entry and corrections
Recorded liability and Recorded reimbursements use posted entries and their reversals. An approval, confirmed reimbursement and posted entry are separate records; check each stage before closing the expense report.
For an incorrect association, use Withdraw association, enter the reason and confirm. If the entry is posted, first correct it through a reversal. Reimbursement history remains available even after a correction removing the personal amounts.
Related resources
Practical example
Ion Popescu receives a RON 500 advance and supports RON 420 with documents. Amount to return to the company = advance − supported expenses = 500 − 420 = RON 80. Check the documents and repayment; if eligible expenses exceed the advance, assess the difference as an amount to reimburse the person.
Frequently asked questions and solutions
The approved balance differs from the recorded balance.
Open the entries linked to the expense report and check their status. A draft not yet posted is excluded from the accounting balance; do not duplicate reimbursement to offset the difference.
The invoice is RON 1,000, but payment is RON 600. Is this a difference to correct?
Check payment evidence and allocate only the amount actually paid. RON 400 remains due unless other supported payments or corrections exist. Do not change invoice value to equal payment or allocate the same transaction twice.